The complete guide to invoicing for NDIS Providers

This guide is designed to help NDIS providers streamline invoicing processes and get paid faster.

The role providers play in improving the life of NDIS participants can’t be overstated. However, it can be frustrating as a provider when you have to wait days or weeks to receive payment for your services. It’s even more time-consuming if you have to keep track and chase up outstanding payments. Here are our updated tips for invoicing, so that you can fast-track your payments.

Firstly, it’s important to understand the NDIS invoicing process, so that you can ensure your invoices are being submitted correctly and you can get paid on time.

The NDIS processing can sometimes be complex, but generally, it involves the following:

Providing services to NDIS participants according to their NDIS plan.
Recording the services provided on a timesheet or service agreement.
Submitting an invoice to the participant's Plan Manager, which includes the details of the services provided and the fees charged.
The Plan Manager approves the invoice and forwards it to the NDIS for payment.
The NDIS processes the payment and transfers the funds to the Plan Manager, who then pays the provider.

Accurate invoicing is super important when it comes to getting paid on time.

To ensure your invoice doesn’t get held up, make sure it always contains the following:

General Details

Business name and logo (if you have one)
Australian business number (ABN) – mandatory for us to process your invoice
Phone Number
Email address
Contact person’s name
Invoice Date
Unique invoice number for each invoice

Payment Information

BSB and Account number
Account name
Email address for remittance advice

NDIS Information

Client name and NDIS number
Description of the service provided NDIS service code (contained in the NDIS support catalogue)
Pricing arrangements
Dates services were delivered (include in the body of the invoice even if the same as the date of the invoice).
Units of hours of service
Unit price per service
Line totals
Grand total of all services included on the invoice

Spending a little more time to get invoices right, means they can be paid within a few business days without the team needing to request further details or amendments.

Here are more some tips to avoid delays in payments, and make invoicing more efficient:

Send your invoices in PDF format.
Send via email to [email protected] as an attachment, not as content in the body of an email.
Send a separate email for each invoice
Do not send multiple invoices on one document.
Remember GST is not payable on most supports under the NDIS
Ensure your service dates are correct. - The NDIA will reject invoices that have weekday rates, weekend rates and public holiday rates if the dates don't match.
Know the NDIS price limits – we cannot process invoices exceeding the maximum price limit.
Ensure you are using a different invoice number on each invoice (unless an amendment).
Do not send an amendment if you need to add additional line items; send a new invoice.
If providing an amended invoice, include that information in your email.
Check that the total of your line items is correct.
Check the grand total of your invoice is correct.
Always include the number of hours based on one person, e.g. 2 cleaners doing 1 hour each equates to 2 hours. If you only include 1 hour on your invoice with no description that there were two people, it will appear to be exceeding the maximum price limit
Provide separate line items for each date that services have been delivered. Sometimes invoice dates can cross over two plans, and we need those dates to separate the funding.
If you are using an invoice book and you start a new one, remember to add a letter or number to the invoice number, or it will appear as a duplicate.
Do not send in pre-dated invoices – we cannot process them.
If you are updating any of your contact details, contact payables at [email protected].

Working with a Plan Manager like All Disability Plan Management can be a great way for providers to streamline their invoicing process and get paid faster, while also reducing your administrative workload and ensuring accuracy and compliance with NDIS guidelines.

All Disability Plan Management makes things easier for providers by utilising customised NDIS invoice processing software that allows you to receive your payments within a few days. We are now one of the fastest payers in the industry, and our customer satisfaction score of 96% speaks for itself.

If you’d like to find out more, please get in touch. We also have more tips for invoicing in the free downloadable guide below.

Contact Us Download The Guide

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